How to Share Email Templates with Your Team

Sharing email templates lets your whole team use proven, on-brand messages without recreating them individually. This guide covers how to share templates and how team members access them.

Before You Begin

• Only the creator of a template can share it.
• Team members must have the Share with the Team permission to share their templates.

Watch & Learn

🎥 Video: Work Together as a Team

Step-by-Step Instructions

Step 1: Open Email Templates

Go to Settings and select Email Templates.

Step 2: Enable Sharing on a Template

Find the template you want to share. In the Share column, click the grey share icon next to that template. The icon turns black/solid, confirming sharing is active.

Repeat for any additional templates you want to share.

Step 3: Notify Your Team

The system does not automatically notify team members when you share templates. Tell them directly which templates are available and where to find them.

How Team Members Access Shared Templates

Team members do not automatically receive shared templates — they must download them:

1. Go to Settings > Email Templates
2. Click Add Email Template
3. Use the Filter dropdown to select View All Team Shared Templates
4. Click a template to preview it
5. Rename the template (optional)
6. Click Create & Start Editing

Once downloaded, each team member has their own independent copy. Changes you make to the original do not update copies they have already downloaded. If you significantly update a shared template, notify your team so they can download the new version and delete their old copy.

Unsharing a Template

Click the black share icon to turn it grey again. The template is removed from the Samples library immediately. Team members who already downloaded it keep their copies.

Questions and Answers

Q: If I update a shared template, do team members' copies update automatically?

A: No. They have independent copies. Notify them to download the updated version and delete their old copy.

Q: Can team members edit the templates they download?

A: Yes. They can edit their own copies freely. Their changes do not affect your original.

Q: Can I share templates with only specific team members?

A: No. Shared templates are visible to all team members who share your database. There is no selective sharing.

Q: What happens to shared templates if I delete them?

A: The template is removed from the Samples library immediately. Team members who already downloaded it keep their copies.

Guide Type: How-To Guide

Estimated Time: 10 minutes

Video Transcript

Once your team is set up, a few features help everyone work together.

Let's start with to-dos. You can hand a to-do to anyone who shares your contacts. Open a contact and click To-Do List. Click Add To-Do and type what needs to be done in the Summary box. Give it a due date. Open the Assigned To list and choose who should do it. Click Save. It now shows on Jamie's to-do list, ready for Jamie to do.

Next, templates. When you write an email that works well, share it so your team doesn't start from scratch.

Go to Settings and click Email Templates. Find your template and click the share icon in the Share column. The icon turns dark, which means it's shared.

Your team finds it when they click Add Email Template and choose View All Team Shared Templates. Each person gets their own copy, so their changes don't affect yours. Letter templates are shared the same way.

Last, the team calendar. Go to My Team, click Manage Team Settings, and turn on Share Calendars with All Members of Team. Now anyone on your team can open Appointments and choose a person from this list. They'll see that person's appointments for the week.